Litigation Administrative Assistant

Greenbaum Law is seeking a detail-oriented, full-time Litigation Legal Assistant to join our Litigation Practice Group onsite at our Iselin, New Jersey office. This role provides comprehensive administrative legal support to assigned attorneys and requires deep familiarity with legal terminology, document preparation standards, New Jersey court systems, and firm policies to ensure the efficient delivery of legal services.

Essential Duties and Responsibilities:

Document Management & Court Filings:

• Document Preparation: Prepare, revise, proofread, and format complex legal documents, correspondence, and memoranda.
• TOC/TOA Generation: Construct precise Tables of Authorities and Tables of Contents for complex legal briefs.
• E-Filing: Electronically file documents with state and federal courts/agencies following strict procedural rules.
• File Organization: Maintain electronic and physical client files within the Firm’s Document Management System (iManage).

Calendar, Docketing & Logistics:

• Critical Docketing: Docket hearings, trials, filing deadlines, responses, and time-sensitive dates.
• Calendar Maintenance: Track attorney calendars, schedule appointments, and secure commitments.
• Logistics Coordination: Schedule meetings, book conference rooms, arrange business travel, and coordinate meals.

Client Intake & Communication:

• Matter Management: Open new client matters, run conflict checks, prepare intake forms, and draft retainer letters.
• Relations & Phone Care: Professionally route inquiries, take accurate messages, and confidently communicate with clients while maintaining strict confidentiality.

Financial & Operations Support:

• Time & Expense Tracking: Enter attorney billable hours into billing software and prepare accurate expense reports.
• Team Coverage: Provide cross-coverage support for other practice groups during high-volume periods or team absences.
• General Administration: Operate standard office equipment and perform other administrative duties as assigned.

Knowledge, Skills, and Abilities:

• Technical Mastery: High proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint), electronic dictation software, and document management systems (e.g., iManage).
• Communication & Editing: Superior written/verbal communication skills with a strong command of grammar, spelling, and professional phone etiquette.
• Time Management: Exceptional organizational skills with a proven ability to prioritize multiple strict deadlines.
• Autonomy & Collaboration: Ability to anticipate needs, exercise initiative with minimal supervision, and work productively alongside attorneys, support staff, and HR.

Education and Experience Requirements:

• Education: High school diploma or equivalent required.
• Experience: Applicants with at least three (3) years of litigation administrative experience, ideally within a New Jersey law firm or comparable legal environment.
• Technical Background: Demonstrated success with New Jersey court e-filing procedures. Knowledge of commercial real estate matters is a strong plus.
• Compliance: Employment is contingent upon the successful completion of a standard background screening.

How to Apply Qualified candidates should submit a resume and a brief summary of relevant experience to [email protected] with "LLSQ4" in the subject line. Note: Only candidates whose qualifications closely align with the essential skills of the position will be contacted.

Firm Compliance Statements:

ADA Statement: The Firm is committed to providing equal employment opportunities and complying with the Americans with Disabilities Act (ADA) and applicable disability laws. We are dedicated to identifying and implementing reasonable accommodations that enable employees to perform essential job functions. To request an accommodation, please contact the Chief Operating Officer.

EEOC Statement: Greenbaum Rowe Smith & Davis LLP (“The Firm”) is an Equal Opportunity Employer. We provide a workplace free from discrimination and harassment, fostering a diverse and inclusive environment. We do not discriminate based on race, color, religion, sex (including pregnancy, sexual orientation, gender identity, or gender expression), national origin, age, disability, genetic information, veteran status, or any other legally protected characteristic.